2017-18 fundraising project to provide guest speaker on family engagement in school

PLANNING ITEMS – Discussion on:

Organizing Reflections Arts Program in September

Organizing Red Ribbon Week in October

Approving – Minutes are presented for approval at the next meeting of the group as a standard agenda item. This action is recorded in two, different places in the master copies of the minutes:

Minutes of current meeting – Note that previous meeting’s minutes were approved ‘as written’ or ‘as corrected’ and list the corrections

Minutes of previous meeting – Write the word ‘Approved’ and the date after your signature and title

The president can also appoint a committee, ideally three people, to approve minutes during the term. This helps to save time at a meeting.

When using this method to approve minutes, committee members must be present at the meeting to:

Read the minutes on behalf of members

Report on corrections at the next meeting

Sign and date approval of the minutes after secretary’s signature on the master copy of the minutes

Correcting – Corrections to minutes are made when they are presented for approval at a meeting. They can also be made at any subsequent meeting when an error is discovered.

Only the group involved in the meeting – the board or the association – may correct minutes from one of their previous meetings.

To record a correction in the master copy of the minutes, use a red ink pen to:

Circle the incorrect words

Write, in the margin, the correction, the date and your initials

Preserving – Minutes are the legal, permanent records of a PTA as a nonprofit organization and are kept forever. At the end of the term, the master copy of the minutes, from board and association meetings, should be bound and passed on to your successor.

Beyond the Minutes

As secretary, you are assigned a few other tasks as indicated in your bylaws. At meetings, be prepared to refer to minutes of previous meetings, bylaws and the current membership list, if asked. You may also be asked to provide blank paper for voting by ballot and to help count a vote.

For an association meeting, the secretary presents a board report and moves the adoption of board recommendations.

In addition, some administrative tasks carried out by the secretary include:

Sending notices of board meetings

Preparing a list of unfinished business from meetings for the president to follow up on

Notifying officers and committee members of their election or appointment

Did you Know? … PTA Board Members

Adhere to PTA financial procedures as outlined in bylaws and State and National PTA guidelines

Protect members’ privacy by utilizing member information for PTA work only

Attend PTA sponsored workshops or trainings

Maintain a current procedure book to pass on to a successor

Work together as a team to improve the lives of all children and their families